How To Prepare A Travel Voucher (DD Form )

Transcription

1 How To Prepare A Travel Voucher (DD Form ) A Step-By-Step Guide For Army Wounded Warriors View this and other Wounded Warrior pay and entitlement information at woundedwarriorpay.html Prepared by Expeditionary Support Organization Defense Finance and Accounting Service July 2015

2 Serving those who serve all Thank you for your service to the nation, and thank you in advance for referring to this guide as you prepare your travel vouchers. We have finance personnel, supporting most medical treatment facilities, who stand ready to assist you in completing this form to ensure timely and proper payment. This How to guide is intended for Army Wounded Warriors. It provides step-by-step procedures in preparing a travel voucher so it is pay ready upon submission. The goal with this guide and other travel information pamphlets is to assist the traveler in receiving faster payment. Submitting pay ready vouchers to the Defense Finance and Accounting Service will assist in providing timely and accurate payment to the traveler. The DFAS Expeditionary Support Organization Army Wounded Warrior Travel Pay Travel Contact Information Have a question? Need to check on your travel voucher submission or status of payment? We re standing by to assist you. Call a Travel Customer Service Representative at (DSN ) between 7 a.m. and 3 p.m. (Eastern) Or us at dfas.indianapolis-in.jfa.mbx.casualty-customerservice@mail.mil You can also contact your local Wounded Warrior Pay Management Team for help in completing your travel voucher, reviewing your travel voucher package and submitting it to DFAS for processing. Ready to submit your travel voucher? By dfas.indianapolis-in.jfa.mbx.in-travel-casualty@mail.mil By FAX: (317) ; DSN: By mail: DFAS-IN/Casualty Travel (JFA) 8899 E. 56th St. Indianapolis, IN

3 A complete voucher packet includes... DD Form All orders issued for the mission to include mobilization orders (if applicable), Temporary Change of Station (TCS) orders, attachments, endorsements, any and all amendments, and Permanent Change of Station (PCS) orders, Demobilization/ REFRAD/DD214 orders when filing final voucher (Reserve/National Guard only) Additional TDY orders (e.g., DD 1610s) All previous accruals/advances received from overseas finance offices (non-submission of previous payment data will result in delays of payment) especially DTS payments Receipts for all lodging regardless of amount All receipts for expenses incurred for $75.00 and over DA 31 leave form Note: leave must be annotated on the ) IF APPLICABLE: Statement of Non-Availability for commercial lodging and meals (i.e., if you had to stay in a commercial hotel due to unavailability of quarters) DIRECT DEPOSIT: Service Members should provide direct deposit information for their financial institution by submitting a SF 1199 Direct Deposit Form or a voided check with their claim and ensure their MyPay account for Travel Pay is updated with current banking information Need a form? The DD Form has been updated. All travel completed during or after May 2011 must use the latest form available online at: The form may be downloaded and completed on your computer, or printed and filled in by hand. If you are using a CAC computer, you can now digitally sign your form. Remember, your must include your signature! If you cannot digitally sign the form, print out the completed form and sign it. You can fax the signed form, receipts, and other documentation to the number on page 3, or scan your package and send to dfas.indianapolis-in.jfa.mbx.in-travel-casualty@mail.mil Common scenarios while receiving care at a medical treatment facility (MTF)... Scenario 1. While at the MTF, you remain on Temporary Change of Station (TCS) Orders When you file your first travel voucher at the MTF, your travel itinerary will show your movement from home to mobilization site, to theater, and then to the MTF for care. A full page example of this scenario is on page 6. This is often referred to as your first accrual. If you remain at the MTF for an extended time, you can file subsequent monthly vouchers to receive your travel entitlements accrued from the previous month. If you choose, you can wait to file your first travel voucher until after your care at the MTF has concluded and you return to your home station. An example of this type of itinerary is on page 9 of this guide. Scenario 2. While at the MTF, you receive Permanent Change of Station (PCS) Orders When you file your travel voucher at the MTF, your travel itinerary will show your movement from your previous permanent duty station, into theater, and then to the MTF where you are PCS d. An example of this type of itinerary is on page 9 of this guide. When you PCS, you may also have dependents moving to your new permanent duty location. In many cases, dependent movement is not the same as the Soldier's. An example of an itinerary for PCS dependent movement can be found on page 9 of this guide. Completion of the PCS dependent travel portion of the voucher can be filed separately or with the Soldier s PCS travel voucher. If dependent s travel itinerary is different from the Soldier, then include a second DD Form in the packet to show the dependent travel itinerary. Soldier specific information should remain at the top of the second (Blocks 1-11.) Protect yourself! If you submit your voucher via , we suggest you encrypt the message to make sure your important personal identification information is secure. If you are unsure, fax or mail your travel documents to us. 4 5

4 Example of a first accrual travel voucher Instructions for completing a DD Form Block 1: Electronic Funds Transfer (EFT) is mandatory for all service members * Use a voided check or SF1199 Direct Deposit Form or MyPay * Split disbursement: Amount indicated to be paid to your Government Issued Travel Card if Soldier used the U.S. Government-provided VISA card * Any amount can be sent to your Government Issued Travel Card * Indicate ALL or specific dollar amount **Note: Split disbursement option is only for Government Issued Travel Cardholders Block 2: Last Name, First Name, Middle Initial of Soldier Block 3: Grade of the Soldier Block 4: Social Security Number of Soldier (Regulation requires all 9 digits) Block 5: Indicate TDY for short term visitation. Mark PCS if assigned to medical treatment facility and indicate Dependents and DLA (Dislocation Allowance) if there is permanent family movement. DLA is also entitled if the Soldier is single (E-6 and above) and elects to live off base Blocks 6a-6d: Valid mailing address for receipt of advice of payment Block 6e: Valid address Block 7: Daytime telephone number in the event DFAS-IN should need to make contact Block 8: Order number which is listed on the orders provided to the Soldier Block 9: List any and all previous payments paid from any finance office pertaining to the travel period being claimed Block 10: Do Not Use - Leave Blank Block 11: Hospital or medical treatment facility in which Soldier is being treated 6 Blocks 12-14: Leave blocks blank if remaining on Temporary Change of Station (TCS) orders while at the medical treatment facility. If you receive PCS orders and are moving dependents from previous duty station or home of residence to medical facility, then follow steps on the next page to complete this portion. See page 9 for an itinerary for family member movement 7

5 1815 Example Drive, Liberty, NY Deployment itinerary for Temporary Change of Station(TCS) **Note: Mark unaccompanied if family is traveling separate from the Soldier (i.e., Soldier is already at the PCS location) Block 12: Dependents a: List last name, first name, and middle initial of all dependents b: List the relationship to the Soldier being treated c: List the date of birth of dependent children and date of marriage for spouse Block 13: List the address where dependents were residing at time PCS orders were received Block 14: Indicate whether household goods have been shipped by the government Block 15: Itinerary a: Date: List the year the travel was conducted. Next to "DEP" list the date organization/residence was departed (e.g., 12/1). Next to ARR list the date arrived at the next location (this could be the same day) b: Place: List the location for each travel step for departure, duty, change of transportation modes, leave, etc. This block should include city/state (e.g., Ft. Drum, NY) or overseas location (e.g., Kuwait). Ensure all overnight stops are listed, including your final destination. Note: Only one location can be listed per block c: Means/Modes of Travel: List the type of transportation used for each leg of travel (PA for private auto, GP for government plane, etc) d: Reason for Stop: List the reason for stops using the appropriate two letter code. Note: Codes are used on the second page of e: Lodging Cost is used to list any lodging expense incurred while TDY at the medical treatment facility f: POC (Privately Owned Conveyance) Miles is used to list any Privately Owned Vehicle mileage incurred. Typically this is mileage to home station or mobilization site. Check the box for own/operate in block 1b if you owned or physically operated (e.g., drove) the vehicle used to travel to or from the TDY/PCS location. Ensure Block 16 is complete when claiming automobile mileage Deployment itinerary for PCS to a medical treatment facility Family itinerary for PCS to a medical treatment facility **Note: Even if you are already at the medical treatment facility when PCS orders are issued, you are allowed suffcient time to initiate PCS from the previous duty station, but no later than the report date issued on the orders The Means/Modes of Travel abbreviations are on the next page 8 9

6 The Means/Modes of Travel block should include the appropriate two-letter code: Choices for first letter: Choices for second letter: T: Government provided ticket A: Automobile G: Government Transportation M: Motorcycle C: Commercial Transportation B: Bus P: Privately Owned Conveyance P: Plane R: Rail Most common combinations: PA - Private Auto CA - Commercial Auto (taxi) TP - Government provided airfare (no cost) CP - Commercial airfare (traveler purchased) The Reason for Stop block should include the appropriate two-letter code: AD - Authorized Delay is used for overnight stays or if delayed at airport AT - Awaiting Transportation is used when waiting for other modes of travel. This is usually conducted in same day travel HA - Hospital Admittance is used to indicate inpatient care at a medical treatment facility or hospital HD - Hospital Discharge is used to indicate discharge from inpatient care TD - Temporary Duty is used to indicate time spent at a medical treatment facility while in an outpatient status LV - Leave is used to indicate time away from military duty; either on site, at home of residence or chosen location. LV is also used for convalescent leave MC - Mission Complete is used to conclude travel. MC for Permanent Change of Station (PCS) indicates the date subsequent to shipment of household goods, and clearance of quarters from the previous permanent duty station Block 16: Must indicate whether Privately Own Conveyance is Own/ Operatoror Passenger Block 19: Government/Deductible Meals (circle one) a: Date the meals were provided b: Number of meals provided by the government with no cost to the traveler ** Note: If you have a Statement of Non-Availability (SNA) for meals and consume a meal either at cost or no cost, you will have to annotate the number of meals in block 19b. If the meal was furnished at cost, circle Government. If the meal was furnished without cost, circle Deductible. If both Government and Deductible meals were provided, indicate Ded or Gov next to the number of meals 5/25/ /26-5/27/ Block 20 (a & b): Physical signature of traveler and date the voucher was signed. Both must be complete Block 20 (c, d, e & f): Supervisory Chain of Command signature once voucher is reviewed for accuracy and date the voucher was reviewed. Both must be complete Block 21 (if applicable): Handwritten name and signature of approving officer if authorizing expenses not listed on original order. (Note: Approving officer must list additional expenses authorized). Must include date signed in Block 21a Block 17: Indicate the duration of Temporary Duty (TDY) Travel Block 18: Reimbursable Expenses: a: List the date the expense was incurred b: List the type of expense, i.e. taxi fares c: List the amount of the expense Block 22: Leave Blank - Finance Office use only Blocks 23-28: Leave Blank - Finance Office use only Block 29: Used to clarify anything out of the ordinary, such as: Indicate any and all leave periods during temporary duty Clarify any additional travel-related issues Reflect exchange rates when working with foreign currency 10 11

7 Army Wounded Warrior - Travel Pay SUPPLEMENTALS Q. What do I do when I feel I ve been paid in error? When listing your Reimburseable Room Taxes: If travel occurred in the Continental United States (CONUS), room taxes should be claimed in Block 18 (separately from lodging expense). If outside the Continental United States (OCONUS), do not separate expense A. When it is suspected that an error and/or omission has been made in the payment of a travel voucher, please call a Travel Customer Service Representative at or DSN or us at dfas.indianapolis-in.jfa.mbx.casualty-customer-service@mail.mil Personal Auto Miles: As of 1 January 2015, the rate for Personally Owned Conveyance (POC) mileage is $0.575 per mile. The most current mileage rate is available at and select POV Mileage Reimbursement in the "Most Requested Links" section Q. What do I do when an error or omission has occurred? A. When an error or omission has occurred, submit a supplemental claim to the Casualty Travel Team via: Note: As of 1 October 2014, reimbursement of ATM Fees and laundry are not authorized Fax: Mail: (317) ; DSN: dfas.indianapolis-in.jfa.mbx.in-travel-casualty@mail.mil DFAS-IN/Casualty Travel (JFA) 8899 E. 56th St. Indianapolis, IN Q. How do I prepare a supplemental claim? A. The supplemental claim must include: a. A DD Form marked SUPPLEMENTAL Provide a full explanation of the item(s) of expense in question on the revised DD Form or on a separate sheet of paper b. A copy of the Advice of Payment for the voucher in question c. A copy of the initial DD Form and continuation sheets (if any) d. One copy of the orders and amendments e. A copy of all supporting documentation applicable to the supplemental claim. If not available, provide a written statement attesting to the accuracy of items claimed for which no receipt is available. Statements should reflect the same information that would have been on the receipt had it been available 12 13

8 TOP 10 REASONS FOR PAYMENT DELAYS Local Information: 1. Missing Traveler/Reviewer/Approving Official signatures/dates 2. Missing orders 3. Missing receipts/invalid receipts 4. Expenses claimed but not authorized in orders or authorized by Approving Officer 5. Block for mileage not checked (Block 16)/ owner operator not claimed 6. Incomplete itinerary 7. Traveler does not submit or reviewer does not forward voucher within 5 business days of completion of travel 8. Orders do not have required lines of accounting 9. Incorrect SSN on travel vouchers and/or orders 10. Not claiming all previous payments received for travel period Local Personnel Office: Local Finance Office: Local Wounded Warrior Pay Management Team: Notes: To view the latest Wounded Warrior pay and entitlement information online, go to militarymembers/woundedwarrior/ woundedwarriorpay.html 14 15